Vms Coordinator Jobs in Indiana (NOW HIRING)

Join a high-performing, people-first culture with Associated Asset Management, a national leader in HOA management for over 36 years! Be part of a team that empowers growth and excellence while supporting Developer Services for exciting new community start-ups. In this role, you’ll help keep projects running smoothly by managing documentation, tracking internal systems, updating spreadsheets, capturing meeting notes, and supporting essential start-up operations across diverse residential communities.

Position Responsibilities:

• Update and monitor SharePoint (Intranet) site to include following up with clients regarding timing on new communities, receipt of documentation, etc.
• Coordinate with Developer Services team members to ensure all items are received for basic start-up of a community.
• Ensure all documents are moved from BD folder to the community folder once entity is set up in VMS.
• Update developer/builder spreadsheets monthly as well as other tracking processes as directed.
• Prepare Board and Design Review Committee resolutions and obtain required signatures.
• Perform administrative tasks including downloading and saving files, sending items through Executive Directives, updating MAT, assistance with ARC review process, etc.
• Coordinate startup of new communities to include obtaining EIN, preparing W9 and ensuring receipt of address list.
• Update existing W-9 forms as needed.
• Attend developer meetings, both in person and remotely, and take meeting notes.
• Audit files and update templates as required to ensure compliance with state/federal statutes.
• Coordinate sending and receiving of information to and from clients including sending documents via DocuSign.
• Manage the Billing and Closing Instructions dashboards.
• Enter metadata into VMS for new communities to include adding CC&R references of declarant control and entering/updating the number of lots/units as required.
• Complete Insurance Quote Request form for start-up communities.
• Perform administrative tasks for start-up communities including draft landscape RFPs, obtaining quotes, and improving various bidding forms. To include acquiring and tracking receipt of community plans, maps and documents required for new budgets.
• Complete Boardvue start-up task spreadsheet and enter Boardvue start-up tasks.
• Perform other related duties as assigned.

Desired Knowledge, Skills, and Abilities:

• Excellent interpersonal skills: outgoing and communicative, socially oriented, posed, effective in groups, articulate, persuasive in expression, strong public speaker.
• Self-direction. Capacity to set personal priorities, follow-up and report as required.
• Time Management: the ability to organize, track and manage multiple priorities and meet deadlines.
• Experience working with Developer Communities and/or other entities that involved knowledge and enforcement of Governing Documents.
• Ability to prepare and process large amounts of administrative items with strong attention to detail and timely follow-up.
• Ability to function efficiently and independently in a fast-paced, demanding environment.
• Professional written and verbal communication skills.
• Ability to work collaboratively and cooperatively within the department as well as with other departments and clients.

Physical Demands & Work Environment

• Utilizing a computer in an office setting, utilizing personal vehicle for travel involved and able to walk or move around properties as necessary.
• Ability to lift up to 25 pounds.